1. Processing a new hire
06 November 2018

2. The Pre-Verification Onboarding process
Step 1: Offer employee a position and payrate
Step 2: Prescreen request
Once you have completed the interview process, you will offer the applicant a position with Pandora
Notify the employee they will receive an to complete their background check.
Login to Zendesk HR and submit a ticket for a prescreen request.
Make sure to enter the correct spelling of the employee’s full name and address.
Step 3: Background results Complete
Step 4: Start Ultipro new hire paperwork Step
HR will notify you through the same ticket in Zendesk if your applicant passed their background and/or drug screen.
Notify your employee they have cleared, and confirm a start date with them and notify them they will receive an from Pandora HR to complete their online paperwork.
Once you have been notified by HR the background is clear, you will then log in to Ultipro.
You start this step by entering the information related to the new employee and their position.
Follow the specific directions to stop at the correct place in the process.

3. The Onboarding Process
Step 5: HR Confirmation
Step 6: New Employee Step
The HR Generalist completes the final step and electronically sending the new employee their new hire paperwork
You will also receive an from the system notifying you the paperwork was sent.
The new employee completes their new hire paperwork online before their first day of scheduled work.
Check in Ultipro to verify the employee completed their step prior to their first day.
Step 7: Orientation Step & Signature Step
Step 8: Send supplemental Docs in Zendesk Ticket
You complete this step with the employee on the first day of work.
You complete this step to send the new hire information to UltiPro to be processed.
Once you have completed every step, you will send the following documents through the same ticket in Zendesk to close out the new hire process:
Copies of ID’s used for E-Verify, Employee Purchase, Employment Application with Availability Form, Interview evaluation form, and seasonal offer letter (if applicable)

4. The key to the process is to monitor each step closely

5. Pre-verification process
Contact the applicant to extend an offer
Notify employee of the background check
Step 1
Extend Offer
Submit a prescreen request ticket through Zendesk
Share prescreen results with employee
Step 2
Prescreen Request
Confirm start date
Direct employee to complete online paperwork
Step 3
Background Results
Enter employee information through UltiPro
Notification to complete new hire paperwork is sent
Verify paperwork is complete prior to first day
Step 4
New Hire Paperwork
Enter new hire information through UlitPro
Step 5
Orientation
Upload copies of ID used for E-verify, Employee Purchase, Employment Application w/ Availability Form, Interview Evaluation Form, and Seasonal Offer Letter (if applicable)
Step 6
Submit Documents
Step 1 is the Job Offer Process. The SM will come to a decision on a final candidate and make necessary turn down calls/ s to candidates that were not selected. SM will ensure that the compensation is within the store compensation guidelines.
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6. Offer Employee a Position and payrate

7. Pre-verification process
Contact the applicant to extend an offer
Notify employee of the background check
Step 1
Extend Offer
Submit a prescreen request ticket through Zendesk
Share prescreen results with employee
Step 2
Prescreen Request
Confirm start date
Direct employee to complete online paperwork
Step 3
Background Results
Enter employee information through UltiPro
Notification to complete new hire paperwork is sent
Verify paperwork is complete prior to first day
Step 4
New Hire Paperwork
Enter new hire information through UlitPro
Step 5
Orientation
Upload copies of ID used for E-verify, Employee Purchase, Employment Application w/ Availability Form, Interview Evaluation Form, and Seasonal Offer Letter (if applicable)
Step 6
Submit Documents
When moving on to step 2, you will need access to both systems HR uses: Zendesk and Ultipro
Next, you will need to request an employment prescreen through ZenDesk.
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8. Pre-screen request
Although you do not have to print the new hire packet from Onboarding, there are a few items that you will have to scan and send to your HR Generalist
Login into the HR O&O Zendesk to access the original ticket that you opened to request the background check:
I-9 documents
Please only send the documents actually used to verify the I-9 form in Onboarding
Employment Application & Availability Form
Seasonal Employee Offer Letter (for Seasonal New Hires only)
Employee Purchase Agreement
Interview Evaluation Form
Your New Hire is now waiting in UltiPro for the Data Entry staff to hire
*Additional forms required for California and Pennsylvania*
Once your have completed the process, you will no longer see the employee listed in your Work Queue or in the store’s Work Queue
Continue to monitor your Zendesk ticket
If all documents have been supplied and approved you will receive the message below
If there are missing forms or incomplete documents you will receive the following message and are required to send on the new hire’s next shift or sooner
The Data Entry staff at PANDORA have to process the new hire in UltiPro prior to the employee being visible in your Team and in Time Management
The Data Entry staff should have the new hire processed within 3 business days of it populating into the Process Hires list
However, if the payroll process is underway, the new hire will be delayed until that process is complete
You will receive an notification from the system once your employee has been hired into UltiPro with their Employee ID number so that they can access Time Management
Once you see that employee in your Time Management listing, please enter any time they may have worked during this new hire process into their timesheet for the current pay period
Payroll will only accept new hire paper timesheets for time worked in the prior pay period, if that time corresponded to worked weekend or worked holiday time that was not able to be entered due to the payroll process schedule and the new hire process time

9. Pre-Onboarding in Zendesk
Prior to starting the Ultipro onboarding process, you will need to request a Background Check for your new hire. Go to the PANDORA Americas Zendesk and request an HR O&O ticket for a Prescreen Request:
Once the background check has been completed you will receive the go-ahead from your HR Generalist to initiate the Onboarding Process.

10. Pre-onboarding in zendesk

11. Pre-onboarding in zendesk

12. Pre-verification process
Contact the applicant to extend an offer
Notify employee of the background check
Step 1
Extend Offer
Submit a prescreen request ticket through Zendesk
Share prescreen results with employee
Step 2
Prescreen Request
Confirm start date
Direct employee to complete online paperwork
Step 3
Background Results
Enter employee information through UltiPro
Notification to complete new hire paperwork is sent
Verify paperwork is complete prior to first day
Step 4
New Hire Paperwork
Enter new hire information through UlitPro
Step 5
Orientation
Upload copies of ID used for E-verify, Employee Purchase, Employment Application w/ Availability Form, Interview Evaluation Form, and Seasonal Offer Letter (if applicable)
Step 6
Submit Documents
Step 3

13. Background results complete

14. Pre-verification process
Contact the applicant to extend an offer
Notify employee of the background check
Step 1
Extend Offer
Submit a prescreen request ticket through Zendesk
Share prescreen results with employee
Step 2
Prescreen Request
Confirm start date
Direct employee to complete online paperwork
Step 3
Background Results
Enter employee information through UltiPro
Notification to complete new hire paperwork is sent
Verify paperwork is complete prior to first day
Step 4
New Hire Paperwork
Enter new hire information through UlitPro
Step 5
Orientation
Upload copies of ID used for E-verify, Employee Purchase, Employment Application w/ Availability Form, Interview Evaluation Form, and Seasonal Offer Letter (if applicable)
Step 6
Submit Documents
Step 4
Log into the UltiProWorkplace

15. Accessing Onboarding in Ultipro
Log into the UltiProWorkplace
Go to the Menu and select the My Team tab. Select the Work Queue link under “Onboarding”

16. Beginning the process
Once Onboarding opens, select Process from the menu bar

17. Beginning the Post hire verification Step
Select the Start button to begin to on-board your new hire

18. New Hire Set-up Information
On the New Hire Set-Up Information screen enter the following information:
First Name
Middle Name (if applicable)
Last Name
At Home Selection
New Hire’s personal Address (must be entered twice)
Expected Start Date
Make sure to select “At Home” as the answer to the question “Will the new hire complete his/her paperwork at home or on-site?”
For the Start Date – enter an expected start date no less than 2 days from the initiation of this Onboarding process as you need to give the employee time to complete their new hire paperwork prior to starting.
Select Next to continue

19. Where Will the New Hire be Employed?
On the Where Will the New Hire be Employed? screen select the following information:
Company
Company - select Pandora Ventures
Company - select Pandora Ventures, LLC
Location
Hiring Manager – must be the store manager
Job
Department
Title
Each field has a drop-down list for all the values in the system. Once you have selected the field, start typing the value you are looking for to narrow the list. In this example, for the Location, once the field was selected, you would start typing “Spring”.
Company is listed twice, but they are 2 separate fields in UltiPro.
There are multiple jobs listed for the same title, Please refer to your employee list in UltiPro or ask your HR Generalist which number to select (1, 2, 3 or 4) for your store.
Select Next to continue

20. New Employee Salary Information
On the New Employee Salary Information screen select/enter the following information:
Full-Part Time
Employee Type
Salary or Hourly
Pay Rate – please enter
Per – select hour for hourly employees
The only values used Employee Type for PANDORA Owned and Operated stores are Full Time, Part Time and Seasonal
The Standard Hours will default in based on the values selected above on the screen
Select Next to continue

21. Requirements/Notifications
On the Requirements/Notifications screen your data entry is complete
STOP HERE!
The remainder of information will be completed by your HR Generalist
Select Close to continue
DO NOT SELECT FINISH
Once you close this page, the system will alert your HR Generalist that you have a new hire pending so that they can send the new hire paperwork to the employee.

22. Back to the beginning
Once you have completed your portion of the Onboarding first-steps, you will be returned to the Onboarding Process screen.
Select Home to return to the Onboarding home screen.

23. Hr confirmation Compensation Guidelines Information Accuracy
Verify Background Check
Send Notification
HR will check the following:
Ensure the compensation is within the Store Compensation Guidelines
All information was entered correctly
Check the background and/or drug screen has cleared
Will select the correct to be sent to the new hire
Once the HR Generalist has finished the first-steps in the on-board process and send the new hire paperwork to the employee to complete, you will receive an from the system letting you know that the employee to can start work on the hire date originally selected.
Additionally, in your store level Work Queue, you will see your new hire is in the New Employee Step of the process – meaning they have been sent their new hire paperwork to complete

24. Hr confirmation
Once the HR Generalist has finished the first-steps in the on-board process and send the new hire paperwork to the employee to complete, you will receive an from the system letting you know that the employee to can start work on the hire date originally selected.
Additionally, in your store level Work Queue, you will see your new hire is in the New Employee Step of the process – meaning they have been sent their new hire paperwork to complete

25. New employee step

26. New Employee responsibility

27. Monitoring the process
On the Onboarding Home Screen, you can see the status of any process assigned to you

28. Monitoring the process
If you have nothing in your Work Queue, you can select the number next to the word Onboarding to see the status of any process assigned to your store
In your store level Work Queue you will then see any open process associated with your store, who it is currently assigned to and at what step it is in the onboarding process

29. Pre-verification process
Contact the applicant to extend an offer
Notify employee of the background check
Step 1
Extend Offer
Submit a prescreen request ticket through Zendesk
Share prescreen results with employee
Step 2
Prescreen Request
Confirm start date
Direct employee to complete online paperwork
Step 3
Background Results
Enter employee information through UltiPro
Notification to complete new hire paperwork is sent
Verify paperwork is complete prior to first day
Step 4
New Hire Paperwork
Enter new hire information through UlitPro
Step 5
Orientation
Upload copies of ID used for E-verify, Employee Purchase, Employment Application w/ Availability Form, Interview Evaluation Form, and Seasonal Offer Letter (if applicable)
Step 6
Submit Documents
Step 5
On the employee’s first day of employment, you will need to complete the Orientation Step and the Signature Step
First, go into your store level Work Queue and select the employee listed.

30. Beginning the Orientation step
On the employee’s first day of employment, you will need to complete the Orientation Step and the Signature Step
First, go into your store level Work Queue and select the employee listed.
If the employee has completed all their new hire paperwork, you should see the Activity as the Orientation Step

31. Beginning the Orientation step
The activity in the Work Queue is now assigned to you
To begin the Orientation Step, hover over the New Employee’s record in your Work Queue and, once highlighted, click on it to select

32. Beginning the Orientation step
To take ownership of the process, hover over the New Employee’s record and, once highlighted, click on it to select
You will then be asked if you want to “take” this activity, click on OK

33. Welcome to the Orientation Step
Both the New Employee and the Store Manager must be present to complete this section
Select Next to continue

34. New Hire Name & SSN Information
Verify the Employee’s Social Security Number with the employee
Verify that the name information entered by the employee match the name exactly as it appears on the employee’s Social Security Card
If there is no middle name entered, the system will confirm that with you, select OK to continue or Cancel to correct
Select Next to continue

35. I-9 Employment Eligibility Instructions
The Employee must now show you proof of identity and eligibility to work in the United States
If you would like to review the documents you can accept for the I-9, click the Review Eligibility Documents link
If you would like to review the entire I-9, click Review the I-9 link
Please note that this information was already sent to the employee with their New Hire paperwork, so they should have all applicable documents ready for you to review
Select Next to continue

36. Preparer/Translator Requirements
The Employee has the option of using a preparer/translator to assist in the completion of Section 1 of the I-9
If the employee needed assistance, they would have selected Yes when the completed their New Hire paperwork
Select Next to continue

37. Citizenship status and proof of eligibility to work in the U.S.
Review the documentation provided and confirm that it matches the information on the page
If you receive other documentation than what was indicated by the employee for this page, please change the proof of eligibility
Check the box indicating that you are aware that it is a federal offense to falsify statements or documents in connection with the I-9 form
Confirm that the documents provided are original documents
Select Next to continue

38. Citizenship status and proof of eligibility to work in the U.S.
Review the documentation provided and confirm that it matches the information on the page
If you receive other documentation than what was indicated by the employee for this page, please change the proof of eligibility:
Select the item that the employee initially chose, and change that item to NONE. That will then open up all the other options for you to chose from.
Check the box indicating that you are aware that it is a federal offense to falsify statements or documents in connection with the I-9 form
Confirm that the documents provided are original documents
Select Next to continue

39. Section 2 - Employer Review and Verification
Enter the information related to the documents provided
Check the box indicating that reviewed the document(s) selected above and that they identify the employee and prove they are eligible to work in the U.S.
Confirm the Start Date
If the start date of the employee is different from the original expected start date you entered at the beginning of the Orientation process, you can change that start date here
Select Finish to continue

40. Review and Approve – Orientation Step
Review the data that was entered
If any of the data needs to be adjusted, please click on the blue hyperlink text to return to that screen and correct the data. Once corrected, click “Finish” on the pop-up to return to the Review and Approve page.
Select Next to continue

41. Review and Approve – Orientation Step
Review and Approve the Preparer/Translator Information
Select Next to continue
Review and Approve the Employee Eligibility Information you entered
Select Submit

42. Electronic Signature Step for Manager
Important
Please enter the password Password_123
Click the check box to agree to use electronic click signatures to sign documents
Select Submit to continue

43. New Employee Summary Form – Click to Sign
Scroll down to review the information on the New Employee Summary
If you made a change to the Start Date from the initial Hire Date, these dates will be different on this page.
If the Hire Date is different from the Start Date, when the employee is hired into UltiPro the Data Entry staff will update the Hire Date to match the Start Date
Click the Click to Sign button to e-sign your form

44. US I9 – Click to Sign
Scroll down to review the information on the Form I-9
Click the Click to Sign button to e-sign your form
Note that as you sign the e-forms, a green check box appears next to each form

45. Submit all Documents All your forms have now been signed
Since you should not have any employee files at the Store, you do not need to print the documents
Select Submit All Documents to complete the process

46. E-Verify
06 November November 2018

47. E-Verify
After the documents have been submitted, the system will automatically proceed to the E-Verify Pages
Confirm that the E-Verify Process is for the employee you just processed and select Next to Continue

48. E-Verify – Document Types from List a – Initial Verification
If the documents that were used to complete the Form I-9 were from List A, such as a US Passport or Permanent Resident Card, photo matching will be required.
Confirm that the data you show on the E-Verify screen is data you signed off on for the Form I-9 and select Next to Continue

49. E-Verify – Document Types from List a – Photo Upload
If an employee is a citizen of the United States and presents document type Unexpired U.S. Passport or U.S. Passport Card as the verification document, the employer must retain a copy of the document and keep it on file with the Form I-9
If an employee is a lawful permanent resident and presents document type Permanent Resident Card or Alien Registration Receipt Card (Form I-551) as the verification document, the employer must retain a copy of the document and keep it on file with the Form I-9
Select the Upload Now Option and upload the employee document into the E-Verify system
Click Next to continue

50. E-Verify – Document Types from List A – Submit Verification
Once all the information is confirmed, Click Submit Initial Verification to continue
At this point, the system will contact E-Verify and load this case information to confirm eligibility.

51. E-Verify – Document Types from List A – Case Issued
Since Photo Matching is Required, when the initial verification is submitted for processing, the results will come back with a Case Number and a message “Photo Matching Required”
Select Next to Continue

52. E-Verify – Document Types from List A – Confirm Photo
The photo of the employee being verified will display on the screen. Compare the photo on the screen to the photo shown on the employee’s documentation
Do NOT match the photo in E-Verify to the in-person employee
Confirm the photo matches the photo on the employee’s documentation
Select Next to Continue

53. E-Verify – Document Types from List A – Close Case
To complete the E-Verify Process for Employment Authorized, select the Yes for the question “Is the employee currently employed with this company?”
Select the appropriate option listed to complete this E-Verify process for this employee.
Then click Finish to close this case and complete the New Hire Process in Onboarding.

54. E-Verify – Document Types from Lists B and C – Initial Verification
If the documents that were used to complete the Form I-9 were from Lists B and C, such as a Drivers License and Social Security Card, photo matching will not be required.
Confirm that the data you show on the E-Verify screen is data you signed off on for the Form I-9 and select Next to Continue

55. E-Verify – Document Types from List a - Authorized
Once eligibility has been authorized, select Next to continue

56. E-Verify – Document Types from Lists B and C – Submit Verification
Once all the information is confirmed, Click Submit Initial Verification to continue
At this point, the system will contact E-Verify and load this case information to confirm eligibility.

57. E-Verify – Document Types from Lists B and C - Authorized
Once eligibility has been authorized, select Next to continue

58. E-Verify – Document Types from Lists B and C – Close Case
To complete the E-Verify Process for Employment Authorized, select the Yes for the question “Is the employee currently employed with this company?”
Select the appropriate option listed to complete this E-Verify process for this employee.
Then click Finish to close this case and complete the New Hire Process in Onboarding.

59. Pre-verification process
Contact the applicant to extend an offer
Notify employee of the background check
Step 1
Extend Offer
Submit a prescreen request ticket through Zendesk
Share prescreen results with employee
Step 2
Prescreen Request
Confirm start date
Direct employee to complete online paperwork
Step 3
Background Results
Enter employee information through UltiPro
Notification to complete new hire paperwork is sent
Verify paperwork is complete prior to first day
Step 4
New Hire Paperwork
Enter new hire information through UlitPro
Step 5
Orientation
Upload copies of ID used for E-verify, Employee Purchase, Employment Application w/ Availability Form, Interview Evaluation Form, and Seasonal Offer Letter (if applicable)
Step 6
Submit Documents
Step 6
On the employee’s first day of employment, you will need to complete the Orientation Step and the Signature Step
First, go into your store level Work Queue and select the employee listed.
If the employee has completed all their new hire paperwork, you should see the Activity as the Orientation Step

60. Supplemental New Hire Paperwork - Zendesk
Although you do not have to print the new hire packet from Onboarding, there are a few items that you will have to scan and send to your HR Generalist
Login into the HR O&O Zendesk to access the original ticket that you opened to request the background check:
I-9 documents
Please only send the documents actually used to verify the I-9 form in Onboarding
Employment Application & Availability Form
Seasonal Employee Offer Letter (for Seasonal New Hires only)
Employee Purchase Agreement
Interview Evaluation Form
*Additional forms required for California and Pennsylvania*

61. Onboarding complete
Once your have completed the process, you will no longer see the employee listed in your Work Queue or in the store’s Work Queue

62. Confirm Supplemental paperwork is approved
Continue to monitor your Zendesk ticket
If all documents have been supplied and approved you will receive the message below
If there are missing forms or incomplete documents you will receive the following message and are required to send on the new hire’s next shift or sooner

63. What’s next?
ONBOARDING AND NEW HIRE PAPERWORK ARE COMPLETE!

64. Onboarding complete
So where did your new hire go?
Your New Hire is now waiting in UltiPro for the Data Entry staff to hire

65. New Hire and Onboarding things to remember
The Data Entry staff at PANDORA have to process the new hire in UltiPro prior to the employee being visible in your Team and in Time Management
The Data Entry staff should have the new hire processed within 3 business days of it populating into the Process Hires list
However, if the payroll process is underway, the new hire will be delayed until that process is complete
You will receive an notification from the system once your employee has been hired into UltiPro with their Employee ID number so that they can access Time Management
Once you see that employee in your Time Management listing, please enter any time they may have worked during this new hire process into their timesheet for the current pay period
Payroll will only accept new hire paper timesheets for time worked in the prior pay period, if that time corresponded to worked weekend or worked holiday time that was not able to be entered due to the payroll process schedule and the new hire process time

66. Thank you for completing the UltiPro Onboarding Training for Store Managers and Assistant Store Managers
06 November 2018